INTERGOVERNMENTAL COMMITTEE FOR THE PROTECTION AND PROMOTION OF THE DIVERSITY OF CULTURAL EXPRESSIONS

Transcription

1 11 IGC DCE/17/11.IGC/INF.3 Paris, 20 November 2017 Original: French INTERGOVERNMENTAL COMMITTEE FOR THE PROTECTION AND PROMOTION OF THE DIVERSITY OF CULTURAL EXPRESSIONS Eleventh session Paris, UNESCO Headquarters December 2017 INFORMATION DOCUMENT This document presents the results of the satisfaction survey on the preparation and ganization of the sixth session of the Conference of Parties f the Protection and Promotion of the Diversity of Cultural Expressions. These results are accompanied by a summary of actions taken by the Secretariat to address recommendations made to improve the efficiency of meetings.

2 DCE/17/11.IGC/INF.3 page 2 1. In der to evaluate the preparation and ganization of statuty meetings of the governing bodies of the Convention on the Protection and Promotion of the Diversity of Cultural Expressions (hereinafter referred to as the Convention ) and to contribute to the efficiency of future meetings in accdance with Decision 191 EX/15 (I) Part C/5 of the Executive Board, the Secretariat of the Convention started conducting satisfaction surveys in As such, survey results have been collected f seven sessions of the governing bodies: three sessions of the Conference of Parties (fourth, fifth and sixth sessions, June 2013, 2015 and 2017) and four sessions of the Intergovernmental Committee f the Protection and Promotion of the Diversity of Cultural Expressions (hereinafter referred to as the Committee ) (seventh, eighth, ninth and tenth sessions, December 2013, 2014, 2015 and 2016). 2. The satisfaction survey assesses a range of issues, from the quality of wking and infmation documents to time management, translation and interpretation services as well as communication with the Secretariat. F each session, the same electronic survey was sent by the Secretariat to all participants immediately following the closing of the session, and reminders were sent in der to receive as many responses as possible. From the fourth session of the Conference of Parties, questions specific to the exchange sessions were added. Since the tenth session of the Committee, questions were also added concerning the duration of sessions and the quality of the suppt given to civil society by the Secretariat, thereby reflecting the governing bodies current priities on its wking methods. 3. The purpose of this document is to provide Committee members with an overview of all responses received, to track the general progress of participant satisfaction based on the results of the seven surveys conducted, and to suggest improvements where required. Response rate 4. As shown in the table below the response rate f the seven surveys varies between 11 and 25 percent of all registered participants, with the majity of responses submitted by Parties to the Convention. The response rate f the tenth session of the Committee is by far the highest recded to date. This most recent survey on the sixth session of the Conference of Parties did not yield the same proption of responses as the questionnaire on its fifth session. While there was a doubling in the number of Parties that attended, the absolute number of Parties responding to the survey remained the same Responses 4.CP 7.IGC 8.IGC 5.CP 9.IGC 10.IGC 6.CP Total number of respondents 46 of % 43 of % 50 of % 51 of % 27 of % 61 of % 51 of % Number of Parties that responded 35 of 46 76% 19 of 43 44% 29 of 50 58% 40 of 51 78% 13 of 27 48% 36 of % 40 of % Number of observers (governmental) that responded 8 of 46 17% 15 of 43 35% 14 of 50 28% 6 of 51 12% 8 of 27 30% 9 of % 3 of 20 15% Number of NGO observers that responded 3 of 48 7% 7 of 43 16% 7 of 50 14% 5 of 51 10% 6 of 27 22% 15 of % 8 of 51 16%

3 DCE/17/11.IGC/INF.3 page 3 Methodology 5. The satisfaction survey, distributed in French and in English, contains 14 questions relating to the preparation and ganization of the session. Respondents are asked to rate the Secretariat s services as excellent (4 points), good (3 points), adequate (2 points), po (1 point) with respect to each item, and to provide comments and suggestions f improvement. 6. The responses are submitted by the participants through an online fm and respondents are not required to identify themselves by name country/ganization. The results are combined and the average sces are calculated f each question and session. Overview of results 7. Annex I presents a table with the average sce f each of the 14 questions across all seven statuty meetings, as well as a total average sce f each statuty meeting and a total average sce f all seven meetings. Annex II presents all unedited qualitative comments received through the online survey f the sixth session of the Conference of Parties Overall, the 51 Parties and observers that participated in the survey f the sixth session of the Conference of Parties have given the Secretariat a rating equal to the average sce f all seven meetings. As regards the 14 areas that were surveyed, the sces most frequently awarded by the respondents were excellent and good, with an average overall rating of The respondents were very satisfied with the quality of the wking and infmation documents, with a rating of 3.6. The satisfaction level has remained high f the quality of the translation of the wking and infmation documents, with a sce of In addition to wking and infmation documents, the clarity and effectiveness of the Secretariat s communication remained stable with a sce of 3.4. Feedback is also generally positive regarding the quality and timeliness of the responses provided by the Secretariat to various queries pertaining to the session and the wking documents with a sce of Respondents' level of satisfaction remained unchanged with respect to the quality of the webcast transmission (sce of 3.0), duration of the sessions compared to number of points on the agenda (sce of 3.1) and on the timely delivery of wking and infmation documents (sce of 3.2). 12. On the technical side, the usefulness, clarity and ease of navigation of the Convention's website remained unchanged (sce of 2.9). This sce, however, is relatively low, which can be explained by the technical problems that some participants experienced when they tried to find documents from previous sessions register their participation through the online registration fm (see comments in Annex II). 13. The quality of the Secretariat's suppt f civil society, with a sce of 3.2, was slightly lower than that of 3.4 f the previous session. The quality of time management during the meeting, was also slightly less than f previous sessions with a sce of 3.2 in comparison to the average sce of The satisfaction rate has decreased in three areas: the quality of real-time document revision during the session (3.1 in comparison to 3.4 f the previous session); on the ability of the wking and infmation documents to provide the necessary infmation f the Parties to engage in infmed decision-making (3.2 in comparison to 3.8 f the previous session); as well as the time available f Parties to respond to the questionnaires sent by the Secretariat (2,9 in comparison to 3.1 f the previous session). 1 Qualitative comments received f the previous sessions are available in Documents CE/13/7.IGC/INF.3, CE/15/9.IGC/INF.3, CE/14/8.IGC/INF.7, CE/15/5.CP/INF.6, DCE/16/10.IGC/INF.6 and DCE/17/6.CP/INF.5 respectively.

4 DCE/17/11.IGC/INF.3 page Of the 51 respondents to this survey, some refrained from answering certain questions, considered the question "non-applicable"; on average 10% of the questions asked were left unanswered. This raises questions on the pertinence of the questions asked and will be reviewed by the Secretariat following an examination of the results of the survey on the eleventh session of the Committee. Qualitative results and lines of action 16. An analysis of the respondents qualitative comments across all statuty meetings cresponds to the quantitative ratings. While many positive comments were made on the Secretariat s wking methods as well as on the content and fmat of the Conference of Parties, suggestions f improvement and calls f less fmal wking methods were made. 17. The main area f improvement indicated by survey respondents is f the Secretariat to make the agenda of the meeting and the wking documents available as far in advance as possible, especially infmation on special events in der to facilitate the participants planning and involvement in these events. The Secretariat takes good note of this recommendation. To recall, the rules of procedure require the Secretariat to ensure that wking documents are made available on the Convention s website four weeks ahead of the sessions. The Secretariat meets this requirement and sends an infming the Parties and civil society when they are posted online. In 2017, the Secretariat communicated infmation on the special events in the invitation letter sent to Parties and Committee members in der to ensure that they were infmed further in advance. To the extent possible, the Secretariat also makes documents available even earlier, f example, the document on the preliminary draft operational guidelines on digital issues was published three months in advance. This is me of an exception than the rule given the heavy wkload of the Secretariat in comparison to the human resources available. 18. The Secretariat has also taken note of the request f a summary of the conclusions drawn from previous meetings at the beginning of each session as well as to outline the agenda items f the next meetings in der to ensure me efficient time management during the sessions of the governing bodies. 19. Civil society ganisations appreciated the wking sessions ganised by the Secretariat and have requested that a specific space be dedicated to their activities on the Convention s website. This will depend on the level of resources available f knowledge management in the Biennium. 20. Technical issues continue to be a challenge f Parties, especially online registration of participants. The Secretariat will continue its effts to improve its online tools within the capacities at hand.

5 DCE/17/11.IGC/INF.3 page 6 Annex I ANNEX I Average sces per session and per question on the preparation and ganization of statuty meetings of the Convention Items 4.CP IGC IGC CP IGC IGC CP 2017 Average Rating Total number of responses Total average sce 3,1 3,2 3,3 3,4 3,4 3,4 3,3 3,3 a. Quality of the Secretariat s wking and infmation documents 3,4 3,6 3,5 3,8 3,7 3,7 3,6 3,6 328 b. Wking and infmation documents provide the necessary infmation needed to suppt infmed decision-making by the governing bodies 3,2 3,3 3,4 3,6 3,7 3,8 3,2 3,5 324 c. Delivery of wking and infmation documents on time 3 3,1 3,2 3,4 3,3 3,3 3,2 3,2 322 d. Parties to the Convention are given sufficient time to respond to specific issues through questionnaires sent by the Secretariat 2,9 3 2,9 3,1 3,1 3,3 2, e. Quality of the translation of the wking and infmation documents 3,2 3,2 3,4 3,5 3,6 3,5 3,5 3,4 319 f. Clarity and effectiveness of Secretariat s communication 3,2 3,2 3,6 3,3 3,6 3,4 3,4 3,4 325 g. Usefulness, clarity and ease of navigation of the website 2,8 2,9 2,8 2,8 3,3 3,1 2,9 2,9 324 h. Quality and timeliness of response by the Secretariat to various queries pertaining to the session and the wking documents 3,2 3,4 3,3 3,4 3,4 3,4 3,3 3,4 308 i Quality of real-time document revision during the session 3 3,3 3,2 3,5 3,3 3,4 3,1 3,3 316 j. Quality of interpretation in the official languages of the meetings of the governing bodies during the session 3,1 3,2 3,4 3,3 3,5 3,6 3,2 3,3 316 k. Quality of the web-cast transmission (live stream) 2,9 3,1 2, ,1 3,0 3,0 262 l. Quality of meeting time management 3,4 3,2 3,5 3,5 3,4 3,2 3,1 3,3 323 m. Duration of sessions in comparison to the number of agenda items 3,1 3,1 3,1 105 n. Quality of the suppt given to civil society by the Secretariat 3,4 3,2 3,3 90 Note: "excellent" (4 points); "good" (3 points); "adequate" (2 points); "po" (1 point).

6 DCE/17/11.IGC/INF.3 page 7 Annex II ANNEX II Overview of comments and suggestions regarding the sixth session of the Conference of Parties The qualitative comments suppt the data generated through the survey. The respondents have expressed a level of satisfaction with the Secretariat and its preparation of the sixth session of the Conference of Parties equal to the average sce f the last six meetings. All written comments received through the survey f this sixth session are reproduced below and ganized accding to theme. An analysis and full list of qualitative comments received on each of the past six meetings are available in Documents CE/13/7.IGC/INF.3, CE/14/8.IGC/INF.7, CE/15/9.IGC/INF.3, CE/15/5.CP/INF.6, DCE/16/10.IGC/INF.6 and DCE/17/.6.CP/INF.5. General Comments Organisation of a pre-meeting to the CoP /and wkshop using ideally less fmal wking method then panel discussion to provoke exchange on key goals of convention and/ IFCD Congratulations f your hard wk! The Secretariat f the 2005 Convention does an excellent job. It is merely a question f the Member States how they could improve their wking, incl. preparation and screening of documents at home/befe the session. The efft of the secretariat is clear, wishing them all the best. Sincerest congratulations! We find the quality of the wking methods of the Secretariat excellent! Operational guidelines on the implementation of the Convention in the digital environment The content and the fmat of the Conference really responds to the expectations of the participants. In particular, the approval of the Operational Guidelines on the implementation of the 2005 Convention on the Protection and Promotion of the Diversity of Cultural Expressions in the Digital Environment. These measures aim to promote the wk of artists as well as the promotion of human rights. Communication of infmation by the Secretariat pri to the meeting Infmation concerning additional events, namely on the 12th June, were made available too sht time pri to the meeting. When travelling we have to ganize wk, flight schedules and hotel booking long time in advance, so we need to receive this infmation sooner. The Secretariat ganized a very interesting and relevant programme with panel discussions, film screening, side-events etc. It is a good way to attract expert participants to the meeting, and to show case and qualify the content of the fmal parts of the statuty meeting. However, to fully benefit from them, infmation on such events should be communicated much earlier in advance, to facilitate the preparation and participation from authities and other relevant stakeholders in the countries. In my opinion, the Secretariat should be me diligent about making the final documents available and to advise of their availability. The Secretariat should make all necessary documents available even earlier. Time management and agenda At the beginning of each meeting, the Secretariat should outline the main conclusions of the previous meeting

7 DCE/17/11.IGC/INF.3 page 8 Annex II Extend duration, improve communication and clarity Organise a session wksop befe the Conference on the state of cultural diversity in the wld, successes and challenges Secretariat should establish a two-way communication system with the Parties at least there may be a review session to receive Parties opinions. Finally, interpretation should include a few me prominent languages like Bangla/Bengali. As to the 2.l. question, time management could be even me efficient if/when there is a Chairperson skilled and routined enough to lead a meeting, also drawing meaning of conclusions. This is not always the case and a Chair should not add to the burden of the Secretariat. To avoid getting lost in the details, there is a real need f a reminder of the conclusions drawn from previous meetings as well as agenda items f the next meeting. I think strengthening relations by way of reaching out by way of one on one engagement even if its f 10 minutes maximum so that specific thoughts and possible areas of cooperation are shared/expressed at that level. It would be useful f the most imptant documents to be presented in paper fmat to facilitate the wk me easily during the sessions. Civil society involvement (f CSOs) Facilitate an ongoing communication on opptunities / deadlines to submit relevant documents, comments and infmation to the Secretariat and Parties; create a space f CSOs visibility, contributions, exchanges and a possible KMS on CSOs involvement f the implementation of the convention nationally, regionally and internationally on the website of the Convention This was a good start which could without doubt bridge the gap between CSO's and UNESCO and thereby have unity of purpose through mutual and practical understanding and implementation as well as responding to the ever changing dynamics of the Globe and her people. We appreciated the wking day reserved f NGOs which made it possible to establish constructive exchanges. This meeting succeeded in mobilizing and encouraging the CCIC to delve deeper into the themes of the 2005 Convention, particularly the one on the protection of intellectual, artistic and architectural expressions. Cultural diversities build the wealth of humanity. On the other hand, the intangible dimension of philosophical and religious thought should also be taken into account. Website of the Convention At the moment, sharing of wking documents with the alternatives offered by the online tools on the website is not easy. As regards the website, it would be imptant that the documents of the governing bodies of previous sessions be available befe the Conference of the Parties. These documents are useful f the preparation of our representatives f participation in this meeting. We experienced difficulties with the online registration of our delegation. We have registered some of our representatives on me than one occasion. At the next meeting of the Intergovernmental Committee, it would be necessary to ensure the proper functioning of the platfm f online registration. Survey Me time should be given to respond to the questionnaires sent by the Secretariat. An analytical rept of the evaluation questionnaire should be sent to the Parties together with a summary of the proposals f improvements based on previous surveys. Parties would find it easier to respond if they kept a copy.